• Log into the Speaker Management System using the link and password included in the speaker invitation email sent from conferenceteam@icma.org.
• Most tasks found in the system are past due. If you have not yet completed these tasks, please do so right way. Note- speakers may be removed from a session if tasks are not completed in a timely manner:
  • Speaker Invitation- accept or reject the invitation to speak.
  • Sign the speaker agreement.
  • Confirm or update your profile information (this information will be used on the conference website and the conference app)
  • Review or update your biography.
  • Update or upload your photo if one is missing.
  • Update the session title. (This task will be assigned to one person per session)- CHANGES NO LONGER BEING ACCEPTED
  • Update the session description.
  • Agree to the copyright permissions task (you may not use copyrighted materials without written consent from the original author).
• Tasks Due by Tuesday, October 21st (Note: this is a hard deadline!):
  • Upload presentation slides (PowerPoint)
  • Upload handout (background) materials, if you have any. (If printed copies are needed during the session, please bring them with you.)
  • Answer the question regarding languages you speak.
• The conference branded PowerPoint template must be used for all sessions containing an on-screen presentation.
• Session rooms are set for the week and cannot be adjusted for individual sessions. All rooms will have AV equipment (computer, projector, screen, microphones), allowing for the use of PowerPoint in any session. Regardless of the room size, microphones should be used to ensure all in attendance can hear you. To ensure a smooth onsite experience for both speakers and attendees, PowerPoints must be loaded via the speaker management system by the deadline noted above of October 21^st.
• Adhere to the deadlines set by ICMA and respond to inquiries regarding your session in a timely manner.
• Attend the speaker training to be held via zoom this Spring. Speakers will be emailed a training invitation based on the type of session at which they are speaking. The meeting will be recorded for those unable to attend.
• Speakers should show up early and be prepared for their session. You will be asked to check-in at the Speaker Ready Room (Meeting Room 301-302) in Tampa prior to your session.
• This is an in-person conference, you should expect to present your session in Tampa.
• Promote your support and attendance by following the tips in the Social Media Toolkit.

Pre-Event / Planning

• Promote your session on social media using #ICMA2025. Find additional tips in the Social Media Toolkit.
• Practice!
• Review the Speaker Toolkit for additional resources under Speaker Training Materials.

Session Preparation & Slide Design

• Ensure your session covers what is indicated in the official session description.
• Focus on 2–4 must-have pieces of information; don’t try to cover too much in one hour.
• Identify 2–3 key takeaways – what do you want attendees to be able to do after your session?
• Use clear images in your slides.
• Match fonts and colors for consistency and clarity.
• Avoid overloading slides with too many words.
• People cannot listen and read slides at the same time – pause to let them read before speaking.
• Do not read the slides aloud.
• The slides should support your message – not be the focus. You are the focus.

Onsite / Session Delivery

• Arrive 10 minutes early to set up and prepare your materials.
• Greet participants at the door as they enter.
• Begin on an upbeat note – your energy sets the tone.
• Start with a brief introduction of yourself.
• Engage the audience early with a short (5-minute) activity.
• If you include an activity:
• Have instructions visible on screen.
• Set clear expectations for what participants should do.
• Be engaging and energetic – a dull presentation leads to a disengaged audience.
• Include time for audience Q&A:
• During Q&A, ask follow-ups to draw participants out.
• Thank participants at the end of the session.
• The Speaker Ready room can be found in room 301-302, stop by to check your presentation is ready at least 4 hours before your session begins. You may checkin the day before.

Additional Tips for All Speakers

• Do not sell products, services, or yourself during the session.
• It is advised to not conduct a product demonstration during an education session.
• Attendees love to learn through case studies and success stories, ask a client to join your presentation to speak firsthand about their experience in using your services

• Sessions will be held between Saturday, October 25 and Wednesday, October 29.
• You may find your session’s assigned slot in the full schedule.
• Education session style sessions should allow at least 15-20 minutes for Q&A.
• Discussions and Skill-Building Workshops are meant to be interactive sessions, facilitated by you. Due to the interactive nature of the sessions, your session will be placed in a meeting room holding no more than 60 attendees who will be seated at round tables.
• Session rooms and AV are set for the week and will not be changed for individual sessions.

• You must be registered for the conference prior to reserving a hotel room.
  • Registration information for speakers who are members of ICMA.
  • Registration information for speakers who are not members of ICMA.
• All speakers must register for the conference and pay the applicable registration fee.
• Registration and housing will open at noon Eastern on Wednesday, June 25, 2025.
• ICMA does not cover the costs of registration or travel.